Ched Evcs Hei Manual
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Table of Contents
Getting Started................................................................ 2 THE EVCS SYSTEM ....................................................................................................... 2 THE SOA-IS SYSTEM.................................................................................................... 2 Application Overview: .................................................................................................. 3 SYSTEM: EVCS .......................................................................................................... 3 SYSTEM: SOA-IS....................................................................................................... 4 Application Manual: ...................................................................................................... 5 SYSTEM SCREENS / WINDOWS ............................................................................. 5 EVCS PROCESS MANUAL ......................................................................................... 7 SOA-IS PROCESS MANUAL.................................................................................... 29 Security Related Information.................................................................................... 34 BUILT-IN SYSTEM SECURITY ................................................................................... 34 Password Creation and Maintenance................................................................... 34 User Credential Verification................................................................................... 34 User Rights to Processes ....................................................................................... 35 Access Expiration .................................................................................................... 35 Secure Communication Channel........................................................................... 35 INSECURE PRACTICE OF USERS.............................................................................. 35 Insecure Passwords................................................................................................ 35 Not So Private Passwords...................................................................................... 36 Un-maintained Passwords ..................................................................................... 36
Technical Requirements ................................................. 37 INTERNET CONNECTION .......................................................................................... 37 CLIENT COMPUTER .................................................................................................... 37 CLIENT WEB BROWSER ............................................................................................ 37
Getting Started
This text will serve as the user’s manual for the proper operation of the Electronic Verification and Certification System (EVCS) and the Special Order Application and Issuance System developed by Web Systems Development Inc. for the Commission on Higher Education (CHED).
THE EVCS SYSTEM The Electronic Verification and Certification System or EVCS is an application system utilizing the Internet as its main channel of communication and can be accessed using a web browser. This way, CHED Regions and the participating Higher Educational Institutions can use the system in real-time without having to spend in building sophisticated IT infrastructure (a simple Internet Connection is required). All the necessary build-up of infrastructure has been carried out by CHED Central Office M.I.S. Division.
THE SOA-IS SYSTEM The Special Order Application and Issuance System or SOA-IS is an application system that tightly integrates with the Electronic Verification and Certification System. As such, the two (2) systems share information and appears as a single system to application users which means that only one log-in is required to make use of the facilities provided for by the two systems. This means that the submission of application for student special orders by Higher Educational Institutions can be made electronically or on-line using a web browser, the verification, generation, and printing of students special order numbers can be completed with less human intervention and in less time and finally, the process of verification and authentication of records prior to issuance of CAV-DE (Degree Earned) to clients can be accurately completed in minutes or less.
Application Overview: Briefly described here are the processes and system constraints involved in the operation of the whole system (EVCS and SOA-IS) by the user of the Higher Educational Institution. For a detailed step by step instruction of each process, please refer to the APPLICATION MANUAL section.
SYSTEM: EVCS 1. A HEI User must first access the system using a login name (username) and password before any meaningful task can be made. Login name and password can be requested from your CHED REGION office. 2. After successful login, HEI Users may start entering their Programs and Courses for submission into the CHED Regions. After submission, an equivalent approval by CHED Regions is necessary so that any other inputs by HEI users to the system can be completed. 3. Before any enrollment data can be entered, a program offering must be opened or created by the HEI user. This step must be repeated for every program a HEI opens for enrollment. 4. After opening a program, HEI users may start entering their respective Student Profile
Information (using HEI Site). This step must be made every time a new student is to be enrolled or once every enrollment period (applies only to new students, transferees, and existing students changing their active program). 5. Credit Units for some students and Enrollment Reports may now be entered in the HEI Site by the HEI users at this point. This step must be repeated every enrollment period (applies to all students). 6. When enrollment data have been entered, the HEI User must close the enrollment by closing the opened program. After this process, no more enrollment information can be entered. If by accident a program or programs is/are closed, a request for re-opening must be made subject to approval by the CHED Region. After closing a program offering, CHED Regions simply accepts the information to be included into the system data bank and this signals the system to not accept anymore enrollment data and wait for the terminal report of the Higher Educational Institution.
7. At the end of each semester, each participating schools must enter their respective terminal report thru the HEI Site (only those students in the enrollment report can be given a terminal report or grade indicator).
Submission of terminal reports needs to be accepted by CHED Region for inclusion into its own databank.
SYSTEM: SOA-IS 1. HEI users can apply for their Students Special Order after students have graduated (all grades have been issued) thru the HEI Site. 2. When a HEI apply for Special Orders (thru the HEI Site), the application is pending for approval and can be seen by the CHED Region User (thru the CHED-RO Site). The approval of application must be made by the CHED Region User prior to the actual generation of special orders. 3. After the CHED Region successfully generated the special order request, it will be given to the requesting Higher Educational Institution in a hard-copy format where each student is given his/her own SO Number.
Application Manual: This section lists all the detailed steps to be performed by users in navigating and using the system. System operations have a listing of steps in tabular form and operations are grouped by their major system.
SYSTEM SCREENS / WINDOWS LOGIN SCREEN
MAIN PANEL SCREEN (The main screen after user log-in)
MAIN MENU (Located at the right side of the “Main Panel” Screen)
Logout Button (Located at the top right corner of the main panel screen)
The Close Window Button
EVCS PROCESS MANUAL All operations detailed in this EVCS manual for the user of Higher Educational Institution can only be accomplished after successfully logging and have the rights for the specific operation. If a user has successfully logged in but cannot perform the operation, the most likely cause is lack of user right to operate or execute the system process.
1. PROGRAM ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and/or REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click PROGRAM ENTRY item to show the HEI PROGRAM ENTRY Window.
2.
Fill up all the necessary fields in the HEI PROGRAM ENTRY Window and Click the SAVE RECORD button when finished.
If error(s) occur during saving, read the message(s) for the explanation of why the error(s) occurred. *
You may enter as many programs as required by repeating this process.
PROGRAM ENTRY SCREEN
2. COURSE ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click COURSE ENTRY item to show the HEI COURSE ENTRY Window.
2.
From the HEI COURSE ENTRY Window, Click the button labeled SET PROGRAM to bring in front the SCHOOL PROGRAM Window.
3.
From the SCHOOL PROGRAM Window, select the appropriate program you want to add courses (subjects) to and Click the button labeled SET THIS PROGRAM. NOTE: If no valid program appear on the drop-down box selection
that means No Program has been entered yet. Please refer to PROGRAM ENTRY for the adding of Program. 4.
Start entering course information from the COURSE ENTRY Section of the current window and Click the SAVE button when finished.
If error(s) occur during saving, read the message(s) for the explanation of why the error(s) occurred. *
You may repeat the previous step (Step #4) as many times as required to completely add all the courses (subjects) of the selected program. Also, courses you add will appear at the EXISTING COURSES/SUBJECTS section. You may complete the whole process (COURSE ENTRY PROCESS) in as many sessions as required. That is to say, you can complete the adding of courses to a program in more than one (1) login session if necessary.
COURSE ENTRY SCREEN (Program Select)
COURSE ENTRY SCREEN (Course Entry & Saving)
COURSE ENTRY SCREEN (Error Detection)
3. PROGRAM & COURSE SUBMISSION SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the SUBMISSION menu to show the available list of sub-menus then click SUBMISSION OF PROGRAMS item to show the SUBMISSION OF PROGRAM Window.
2.
From the SUBMISSION OF PROGRAM Window, a list of Programs for submission will be displayed (if any). Click the SUBMIT button for each program you want to submit. NOTE: Approval by CHED REGION is needed here (after submission)
for inclusion of program(s) and courses in the CHED REGION data bank. MENU for SUBMISSION OF PROGRAM
PROGRAM SUBMISSION SCREEN
4. OPENING OF PROGRAM SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click OPEN PROGRAM FOR ENROLLMENT item to show the proper window module.
2.
From the OPENING OF PROGRAM OFFERING Window there is a section named PROGRAM OFFERING, choose the appropriate program you want to offer for enrollment here and click the SET THIS PROGRAM button.
3. *
Now, fill up the rest of the fields and click the SAVE button when finished. You may open as many program for enrollment as required by repeating the steps from 2 to 3 and when you are done you may close the window.
MENU for OPENING A PROGRAM for ENROLLMENT
OPENING OF PROGRAM OFFERING SCREEN (Program Selection)
OPENING OF PROGRAM OFFERING SCREEN (Saving of Program Offering Information)
5. STUDENT PROFILE ENTRY SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR THIS PROCESS CAN ONLY BE ACTIVATED SUCCESSFULLY IF THE APPROPRIATE PROGRAM FOR THE STUDENT HAS BEEN OPENED FOR ENROLLMENT.
STEP 1.
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click NEW STUDENT item to show the proper window module.
2.
From the STUDENT PROFILE ENTRY Window fill up all the necessary fields including the field labeled 1st PROGRAM to identify the Program of the New Student.
In special cases, a student may be allowed to enroll two (2) different programs at the same enrollment period, as such the 2nd PROGRAM field needs to be set properly to identify the second program of the student. 3.
When done filling up information click the SAVE RECORD button. You may now enter another New Student Information or exit the window.
MENU for ADDING NEW STUDENT
STUDENT PROFILE ENTRY SCREEN (Entry of New Student Information)
6. STUDENT ENROLLMENT ENTRY SYSTEM USER
Web Site Application of Higher Educational Institution Only HEI User
USER RIGHTS
STEP 1.
STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click STUDENT ENROLLMENT item to show the proper window module.
2.
From the new window that appeared select the program, school year and semester for enrollment and click the SET button.
3.
From the SEARCH STUDENT section of the window enter the student number and click the OK button to open-up the COURSE ENTRY section of the same window.
If a selected student has an existing enrollment data for the selected program, school year and semester they will be displayed at the EXISTING COURSE ENROLLMENT section of the window. 4.
From the COURSE ENTRY section of the window enter the course (subject)
code to be enrolled by the student and click the OK button. This will display the title associated with the course (subject) code and will enable the ADD button of the same section. 5.
Now, click the ADD button to add the course (subject) for the student from the NEW COURSE ENROLLMENT section of the same window.
Clicking the ADD button does not actually add the course to this student for enrollment. It merely adds the course or courses to the list of NEW COURSE ENROLLMENT section of the same window. In short, the student is not yet enrolled. 6.
Repeat the previous steps (Step #4 and #5) until all the courses of the student are added to the NEW COURSE ENROLLMENT section of the same window.
7.
In order to actually save the enrollment information for the student click the SAVE NEW COURSE ENROLLMENT button located at the bottom right side of the window.
8.
To input enrollment information for another student, click the CHANGE STUDENT button from the SEARCH STUDENT section and repeat the steps from three (3) to seven (7).
MENU for STUDENT ENROLLMENT
ENROLLMENT FORM ENTRY SCREEN (Setup for Program, School Year and Semester)
ENROLLMENT FORM ENTRY SCREEN (Entry of student number to be enrolled)
ENROLLMENT FORM ENTRY SCREEN (Entry of Course for enrollment by a student)
ENROLLMENT FORM ENTRY SCREEN (Saving “new course enrollment” of a student)
ENROLLMENT FORM ENTRY SCREEN (After saving “new course enrollment” of a student)
7. STUDENT CREDIT UNIT ENTRY SYSTEM USER
Web Site Application of Higher Educational Institution Only HEI User
USER RIGHTS
STEP 1.
STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click COURSE CREDIT ENTRY item to show the proper window module.
2.
From the new window that appeared select the program, school year and semester to mark the credit period and click the SET button.
3.
From the SEARCH STUDENT section of the window enter the student number and click the OK button to open-up the CREDIT ENTRY section of the same window.
If a selected student has an existing course credits data for the selected program, school year and semester they will be displayed at the EXISTING CREDITED COURSES section of the window. To show all the course credits (if any) of the student for the selected program (all years & semesters) click the VIEW ALL CREDIT UNITS FOR THE CURRENT PROGRAM button located at the bottom left side of the window. 4.
From the CREDIT ENTRY section of the window enter the course (subject) code to be credited to the student and click the OK button. This will display the title associated with the course (subject) code and will enable the ADD button of the same section.
5.
Now, click the ADD button of the CREDIT ENTRY section to add the credit to the student.
Clicking the ADD button does not actually add the credit to the student. It merely adds the credit to the list of NEW CREDITED COURSES section of the same window. In short, the course is not yet credited.
6.
Repeat the previous steps (Step #4 and #5) until all the credits of the student are added to the NEW CREDITED COURSES section of the same window.
7.
In order to actually save all the course credit information of the student click the SAVE NEW CREDITED COURSES button located at the bottom right side of the window.
8.
To input course credit information for another student, click the CHANGE STUDENT button from the SEARCH STUDENT section and repeat the steps from 3 to 7.
MENU for STUDENT COURSE CREDIT ENTRY
STUDENT CREDITED FORM ENTRY SCREEN (Setup of Program, School Year and Semester)
STUDENT CREDITED FORM ENTRY SCREEN (Entry of student number for course credit)
STUDENT CREDITED FORM ENTRY SCREEN (Course Credits entry for a selected student)
STUDENT CREDITED FORM ENTRY SCREEN (Saving of Course Credits for a student)
STUDENT CREDITED FORM ENTRY SCREEN (After saving Course Credits)
8. CLOSING OF PROGRAM SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click CLOSE PROGRAM item to show the proper window module.
2.
From the CLOSING ENROLLMENT Window choose the appropriate school year from the drop-down box and click the LOAD button. This will display a list of programs currently open. If no school year value(s) are visible from the drop-down box that means there is no open program yet.
3.
Click the CLOSE button for the open program you want to close. By Closing any Open Programs, the following applies:
•
The program will disappear from the list of open programs.
•
Enrollment Information for the closed program will be automatically submitted to CHED Region System for acceptance.
•
You can no longer add NEW STUDENT for the closed program.
•
You can no longer enroll a student for the closed program.
•
You can no longer give course credit to a student with an enrolled program that is closed.
CAUTION! Be sure that you have entered all the required information before closing a program. 4.
Repeat step #3 until you are done closing all open programs you want to close.
*
If by accident you have closed a program you may still be able to re-open the said program by requesting for its re-opening to the CHED Region. A module is included in the system for this reason.
NOTE: This requires acceptance of CHED REGION for inclusion on their
data bank. MENU for CLOSING OF PROGRAM OFFERING
CLOSING ENROLLMENT SCREEN (For the listing of open enrollment in a selected school year)
CLOSING ENROLLMENT SCREEN (Listing of open enrollment in a selected school year)
CLOSING ENROLLMENT SCREEN (Closing by clicking the “CLOSE” button)
CLOSING ENROLLMENT SCREEN (Confirmation dialog prior to actual closing)
NOTE: The closed enrollment will be removed from the listing of
available open enrollment.
9. TERMINAL REPORT ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR
INSTRUCTION From the main menu Click the TERMINAL REPORT menu to show the available list of sub-menus then click TERMINAL REPORT ENTRY item to show the proper window module.
2.
From the PROGRAM ENROLLMENT PERIOD section of the TERMINAL FORM ENTRY Window select the appropriate Program, School Year and Semester and click the SET button. This action will enable the entry of grades for the selected program enrollment period.
3.
From the SEARCH STUDENT section enter the student number and click the OK button to display all the enrolled subjects of the student at the EXISTING
COURSE TERMINAL section. 4.
From the EXISTING COURSE TERMINAL section, select the course grade from the drop-down box and enter the appropriate rating for all the courses listed.
COURSE GRADE can be either PASSED or FAILED and RATING is the equivalent GRADING SYSTEM of the school (i.e. 2.50 or A++). 5.
Click the SAVE COURSE TERMINAL button to save your entries.
6.
To enter the terminal grades of another of the same Program student click the CHANGE STUDENT button of the SEARCH STUDENT section and repeat steps #3 to #5.
7.
To enter terminal grades of students enrolled in another program, click the RESET button of the PROGRAM ENROLLMENT PERIOD section and repeat steps #2 to #6.
MENU for the ENTRY OF TERMINAL REPORT
TERMINAL FORM ENTRY SCREEN (Entry of Enrollment Period Information)
TERMINAL FORM ENTRY SCREEN (Searching for student to be given a terminal report)
TERMINAL FORM ENTRY SCREEN (Entry of a selected student’s terminal report)
TERMINAL FORM ENTRY SCREEN (Saving of student’s terminal report)
10. CLOSING OF TERMINAL REPORT ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the TERMINAL REPORT menu to show the available list of sub-menus then click CLOSING / RE-OPENING OF TERMINAL REPORT item to show the proper window module.
2.
From the EXISTING TERMINAL STATUS section of the active window select the School Year from the drop-down box and click the LOAD button to list all the available terminal reports.
3.
From the list of available terminal reports click the E button (for Edit) to edit the status of the terminal report. The information will be displayed at the
TERMINAL STATUS section of the active window. 4.
From the TERMINAL STATUS section change the status of the terminal report from Open Terminal to Close Terminal and click the UPDATE button to save the information. By closing the terminal report, the following applies: •
No more student terminal grades for the program can be entered.
•
The terminal report is automatically submitted to CHED Region System for acceptance.
If by accident you have closed a terminal report, you may re-open it by editing the status of the terminal report. This can be made as long as the submitted terminal report is not yet accepted by CHED Region User. Otherwise, no more re-opening can be made. 5.
Repeat the steps #3 to #4 to close all terminal reports. NOTE: After closing the terminal report the CHED REGION will now
accept the submission for inclusion on its own data bank.
MENU for the CLOSING or REOPENING of TERMINAL REPORT
TERMINAL STATUS FORM VIEW/UPDATE SCREEN
TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Listing of opened & un-submitted terminal reports)
TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Updating Status from OPEN to CLOSE)
SOA-IS PROCESS MANUAL
1. APPLICATION FOR STUDENT SPECIAL ORDERS SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR THIS IS FOR THE ENTRY OF STUDENTS IN THE SPECIAL ORDER APPLICATION
STEP 1.
INSTRUCTION From the main menu Click the SPECIAL ORDER menu to show the available list of sub-menus then click SPECIAL ORDER APPLICATION ENTRY item to show the proper window module.
2.
From the SPECIAL APPLICATION ENTRY Window click the SET PROGRAM button to show the SCHOOL PROGRAM Window.
3.
From the SCHOOL PROGRAM Window choose the appropriate Program from the drop-down box and click the SET THIS PROGRAM button.
4.
Enter the graduation date and click the SET THIS GRADUATION DATE button.
5.
Enter the school year and click the SET THIS SCHOOL YEAR button.
6.
Back from the SPECIAL APPLICATION ENTRY window enter the student number of the student you want added to the SO Application and click the OK button. This will display the name of the student for you to review if the entered student number is really the student you want to add.
7.
Click the ADD button to include the student into the list display.
Clicking the ADD button does not actually save the information but rather prepare the student for inclusion in the SO Application. 8.
To actually save the students and therefore include them in the SO Application click the POST button.
MENU for the SPECIAL ORDER APPLICATION ENTRY
SPECIAL ORDER APPLICATION ENTRY SCREEN (Main Screen)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Program, Graduation, School Year Entry)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Search student for inclusion in the application list)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Add student in the application list)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Saving Special Order Application)
SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY THIS IS FOR THE SPECIAL ORDER APPLICATION SUBMISSION
STEP 1.
INSTRUCTION From the main menu Click the SPECIAL ORDER menu to show the available list of sub-menus then click SUBMISSION OF SPECIAL ORDER APPLICATION item to show the proper window module.
2.
From the SUBMIT SO REQUEST FORM VIEW select a school year and click the LOAD button to load the list of SO APPLICATIONS previously prepared in the SO APPLICATION ENTRY.
3.
From the list of previously prepare applications click the corresponding SUBMIT SO REQUEST button to actually submit the Application.
4.
Repeat step #3 to submit all special order applications to CHED Region System for Approval.
MENU for the SUBMISSION of SPECIAL ORDER APPLICATION
SUBMIT SO REQUEST FORM VIEW SCREEN (School year selection for displaying applications)
SUBMIT SO REQUEST FORM VIEW SCREEN (Submission of Special Order Application)
2. RETRIEVAL OF GENERATED STUDENTS SPECIAL ORDERS
1.
SYSTEM
Not Applicable
USER
Not Applicable
USER RIGHTS
Not Applicable
After the CHED REGION generated the application of students special orders by the Higher Educational Institution, the hard copy form will be relayed to the HEI by the CHED REGION.
Security Related Information The system is designed so that access and consequently the stored information can be secured and be available only to users who have their credentials verified by the system. Also, even if the developers did their job of properly developing a secured application, network administrators, system administrators, and system users still play a major part of the overall system security. It is therefore mandatory that all people involved in the system must cooperate to minimize insecurities and in case of system breach lessen the impact damage. Always remember, the only 100 percent secure system is a system that has not been created yet!
BUILT-IN SYSTEM SECURITY
Password Creation and Maintenance One security feature of the system can be found in the creation of User Accounts. Passwords created are a combination of several types of characters that must be present and a minimum of ten (10) characters is required in order to be considered valid. This feature may pose additional complexity to users of the system as they cannot just enter pure alphabetic characters for the maintenance of their password but the feature cannot be removed as it helps administrators in strengthening user password security.
User Credential Verification In order for the user to access any system operation, he or she must supply his/her system user identification and password. Once user credentials are verified, access can be given or denied depending on the result of the system verification. In addition, since password sniffers are all over the Internet, passwords are encrypted to ensure their privacy over the wire.
User Rights to Processes Users are given certain permissions based on their designated system access. This will allow users to focus on their designated system operation and not overlap with other users of the system. This way, privilege access can be accessed by privilege user and normal operations can be performed by less privilege user.
Access Expiration Access expiration is a way for the system to disconnect any in-active or idle user after a certain period of time (currently set to 1 hour). This is useful for users who have forgotten to logout from the system. WARNING: Always log-out of the system when you are done using the system or when you leave your computer. Forgetting to logout or leaving your computer when the system is in use may allow other users to sneak in and access information not normally allowed to them (degree of damage may vary depending on the un-authorized user action).
Secure Communication Channel Communication made by your browser to the server is encrypted which adds to the degree of system security. What this means is that request your browser makes to the server are automatically transformed into a form that is not intended to be understood by humans and have a very low probability of being transformed into plain text by automated cracking machines except your browser and the server.
INSECURE PRACTICE OF USERS Insecure Passwords Although the system makes it hard for users to create weak passwords it does not entirely prevent the user from entering weak passwords. In addition, passwords are
generally created with an obvious connection to the user such as birthday, a person’s name or other information that have special meaning to the user. If a password cracker gets a hold of this information, guessing the users password may only take a few minutes or few days depending on the information he/she has. Furthermore, avoid dictionary type passwords as this is very easy to guess and crack.
Not So Private Passwords User passwords are meant to be private and known only to the user but there are users who give out their passwords to others and letting them access the privilege information and processes in their behalf. This practice should not be tolerated and avoided at all cost since the innocent user will almost certainly be put into a very compromising situation if the system is breached. Other users write their passwords to a piece of paper or store them on their computer just so they can avoid remembering their password and simply feed the password when needed to the system. The problem with this is that users often forget where they put their password and the risk of others finding the password is immense.
Un-maintained Passwords Password maintenance is often neglected by users, it is their view that this adds to the complexity of using an electronic system. Since passwords even if encrypted can end up at the hands of password sniffers, these sniffers can simply run a program to decode the captured password. Maintaining passwords periodically will minimize the impact of this problem and save you trouble down the road. Make it a point that you change your password every now and then!
Technical Requirements
INTERNET CONNECTION In order to use the system from client location an Internet connection is required. A facility such as landline or wireless with an Internet Gateway must be present from your location and a computer that can use the facility.
CLIENT COMPUTER Client computer must have at least 256MB of main memory and running Windows 2000/XP for those using Microsoft Software or the Linux Operating System with a GUI environment. A monitor with a minimum screen resolution of 1024 x 768 pixels is a must!
CLIENT WEB BROWSER Web browser requirements must be met to be able to use the system properly. Errors attributed to not using the minimum browser requirements cannot be fixed mainly because earlier browsers lack the technological advancement in browser technology and standards that are now adopted by different web browser software companies.
#
Web Browser
Minimum
Release Date
Operating System
Platform
Version
1.
Internet Explorer
6.0.0
Aug. 28, 2001
Windows Only
2.
Mozilla Browser / Firefox
1.0.0
Nov. 09, 2004
Windows & Linux
3.
Netscape
7.0.0
Aug. 29, 2002
Windows & Linux
4.
Opera
8.0.2
Jul. 28, 2005
Windows & Linux
5.
Konqueror
3.5.1
Feb. 27, 2006
Platform
Linux Only
In addition to the above table, the system requires that your browser has Javascript enabled, browser cookies be turned on and must allow the system to open Pop-Up windows.
Getting Started................................................................ 2 THE EVCS SYSTEM ....................................................................................................... 2 THE SOA-IS SYSTEM.................................................................................................... 2 Application Overview: .................................................................................................. 3 SYSTEM: EVCS .......................................................................................................... 3 SYSTEM: SOA-IS....................................................................................................... 4 Application Manual: ...................................................................................................... 5 SYSTEM SCREENS / WINDOWS ............................................................................. 5 EVCS PROCESS MANUAL ......................................................................................... 7 SOA-IS PROCESS MANUAL.................................................................................... 29 Security Related Information.................................................................................... 34 BUILT-IN SYSTEM SECURITY ................................................................................... 34 Password Creation and Maintenance................................................................... 34 User Credential Verification................................................................................... 34 User Rights to Processes ....................................................................................... 35 Access Expiration .................................................................................................... 35 Secure Communication Channel........................................................................... 35 INSECURE PRACTICE OF USERS.............................................................................. 35 Insecure Passwords................................................................................................ 35 Not So Private Passwords...................................................................................... 36 Un-maintained Passwords ..................................................................................... 36
Technical Requirements ................................................. 37 INTERNET CONNECTION .......................................................................................... 37 CLIENT COMPUTER .................................................................................................... 37 CLIENT WEB BROWSER ............................................................................................ 37
Getting Started
This text will serve as the user’s manual for the proper operation of the Electronic Verification and Certification System (EVCS) and the Special Order Application and Issuance System developed by Web Systems Development Inc. for the Commission on Higher Education (CHED).
THE EVCS SYSTEM The Electronic Verification and Certification System or EVCS is an application system utilizing the Internet as its main channel of communication and can be accessed using a web browser. This way, CHED Regions and the participating Higher Educational Institutions can use the system in real-time without having to spend in building sophisticated IT infrastructure (a simple Internet Connection is required). All the necessary build-up of infrastructure has been carried out by CHED Central Office M.I.S. Division.
THE SOA-IS SYSTEM The Special Order Application and Issuance System or SOA-IS is an application system that tightly integrates with the Electronic Verification and Certification System. As such, the two (2) systems share information and appears as a single system to application users which means that only one log-in is required to make use of the facilities provided for by the two systems. This means that the submission of application for student special orders by Higher Educational Institutions can be made electronically or on-line using a web browser, the verification, generation, and printing of students special order numbers can be completed with less human intervention and in less time and finally, the process of verification and authentication of records prior to issuance of CAV-DE (Degree Earned) to clients can be accurately completed in minutes or less.
Application Overview: Briefly described here are the processes and system constraints involved in the operation of the whole system (EVCS and SOA-IS) by the user of the Higher Educational Institution. For a detailed step by step instruction of each process, please refer to the APPLICATION MANUAL section.
SYSTEM: EVCS 1. A HEI User must first access the system using a login name (username) and password before any meaningful task can be made. Login name and password can be requested from your CHED REGION office. 2. After successful login, HEI Users may start entering their Programs and Courses for submission into the CHED Regions. After submission, an equivalent approval by CHED Regions is necessary so that any other inputs by HEI users to the system can be completed. 3. Before any enrollment data can be entered, a program offering must be opened or created by the HEI user. This step must be repeated for every program a HEI opens for enrollment. 4. After opening a program, HEI users may start entering their respective Student Profile
Information (using HEI Site). This step must be made every time a new student is to be enrolled or once every enrollment period (applies only to new students, transferees, and existing students changing their active program). 5. Credit Units for some students and Enrollment Reports may now be entered in the HEI Site by the HEI users at this point. This step must be repeated every enrollment period (applies to all students). 6. When enrollment data have been entered, the HEI User must close the enrollment by closing the opened program. After this process, no more enrollment information can be entered. If by accident a program or programs is/are closed, a request for re-opening must be made subject to approval by the CHED Region. After closing a program offering, CHED Regions simply accepts the information to be included into the system data bank and this signals the system to not accept anymore enrollment data and wait for the terminal report of the Higher Educational Institution.
7. At the end of each semester, each participating schools must enter their respective terminal report thru the HEI Site (only those students in the enrollment report can be given a terminal report or grade indicator).
Submission of terminal reports needs to be accepted by CHED Region for inclusion into its own databank.
SYSTEM: SOA-IS 1. HEI users can apply for their Students Special Order after students have graduated (all grades have been issued) thru the HEI Site. 2. When a HEI apply for Special Orders (thru the HEI Site), the application is pending for approval and can be seen by the CHED Region User (thru the CHED-RO Site). The approval of application must be made by the CHED Region User prior to the actual generation of special orders. 3. After the CHED Region successfully generated the special order request, it will be given to the requesting Higher Educational Institution in a hard-copy format where each student is given his/her own SO Number.
Application Manual: This section lists all the detailed steps to be performed by users in navigating and using the system. System operations have a listing of steps in tabular form and operations are grouped by their major system.
SYSTEM SCREENS / WINDOWS LOGIN SCREEN
MAIN PANEL SCREEN (The main screen after user log-in)
MAIN MENU (Located at the right side of the “Main Panel” Screen)
Logout Button (Located at the top right corner of the main panel screen)
The Close Window Button
EVCS PROCESS MANUAL All operations detailed in this EVCS manual for the user of Higher Educational Institution can only be accomplished after successfully logging and have the rights for the specific operation. If a user has successfully logged in but cannot perform the operation, the most likely cause is lack of user right to operate or execute the system process.
1. PROGRAM ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and/or REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click PROGRAM ENTRY item to show the HEI PROGRAM ENTRY Window.
2.
Fill up all the necessary fields in the HEI PROGRAM ENTRY Window and Click the SAVE RECORD button when finished.
If error(s) occur during saving, read the message(s) for the explanation of why the error(s) occurred. *
You may enter as many programs as required by repeating this process.
PROGRAM ENTRY SCREEN
2. COURSE ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click COURSE ENTRY item to show the HEI COURSE ENTRY Window.
2.
From the HEI COURSE ENTRY Window, Click the button labeled SET PROGRAM to bring in front the SCHOOL PROGRAM Window.
3.
From the SCHOOL PROGRAM Window, select the appropriate program you want to add courses (subjects) to and Click the button labeled SET THIS PROGRAM. NOTE: If no valid program appear on the drop-down box selection
that means No Program has been entered yet. Please refer to PROGRAM ENTRY for the adding of Program. 4.
Start entering course information from the COURSE ENTRY Section of the current window and Click the SAVE button when finished.
If error(s) occur during saving, read the message(s) for the explanation of why the error(s) occurred. *
You may repeat the previous step (Step #4) as many times as required to completely add all the courses (subjects) of the selected program. Also, courses you add will appear at the EXISTING COURSES/SUBJECTS section. You may complete the whole process (COURSE ENTRY PROCESS) in as many sessions as required. That is to say, you can complete the adding of courses to a program in more than one (1) login session if necessary.
COURSE ENTRY SCREEN (Program Select)
COURSE ENTRY SCREEN (Course Entry & Saving)
COURSE ENTRY SCREEN (Error Detection)
3. PROGRAM & COURSE SUBMISSION SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the SUBMISSION menu to show the available list of sub-menus then click SUBMISSION OF PROGRAMS item to show the SUBMISSION OF PROGRAM Window.
2.
From the SUBMISSION OF PROGRAM Window, a list of Programs for submission will be displayed (if any). Click the SUBMIT button for each program you want to submit. NOTE: Approval by CHED REGION is needed here (after submission)
for inclusion of program(s) and courses in the CHED REGION data bank. MENU for SUBMISSION OF PROGRAM
PROGRAM SUBMISSION SCREEN
4. OPENING OF PROGRAM SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click OPEN PROGRAM FOR ENROLLMENT item to show the proper window module.
2.
From the OPENING OF PROGRAM OFFERING Window there is a section named PROGRAM OFFERING, choose the appropriate program you want to offer for enrollment here and click the SET THIS PROGRAM button.
3. *
Now, fill up the rest of the fields and click the SAVE button when finished. You may open as many program for enrollment as required by repeating the steps from 2 to 3 and when you are done you may close the window.
MENU for OPENING A PROGRAM for ENROLLMENT
OPENING OF PROGRAM OFFERING SCREEN (Program Selection)
OPENING OF PROGRAM OFFERING SCREEN (Saving of Program Offering Information)
5. STUDENT PROFILE ENTRY SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR THIS PROCESS CAN ONLY BE ACTIVATED SUCCESSFULLY IF THE APPROPRIATE PROGRAM FOR THE STUDENT HAS BEEN OPENED FOR ENROLLMENT.
STEP 1.
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click NEW STUDENT item to show the proper window module.
2.
From the STUDENT PROFILE ENTRY Window fill up all the necessary fields including the field labeled 1st PROGRAM to identify the Program of the New Student.
In special cases, a student may be allowed to enroll two (2) different programs at the same enrollment period, as such the 2nd PROGRAM field needs to be set properly to identify the second program of the student. 3.
When done filling up information click the SAVE RECORD button. You may now enter another New Student Information or exit the window.
MENU for ADDING NEW STUDENT
STUDENT PROFILE ENTRY SCREEN (Entry of New Student Information)
6. STUDENT ENROLLMENT ENTRY SYSTEM USER
Web Site Application of Higher Educational Institution Only HEI User
USER RIGHTS
STEP 1.
STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click STUDENT ENROLLMENT item to show the proper window module.
2.
From the new window that appeared select the program, school year and semester for enrollment and click the SET button.
3.
From the SEARCH STUDENT section of the window enter the student number and click the OK button to open-up the COURSE ENTRY section of the same window.
If a selected student has an existing enrollment data for the selected program, school year and semester they will be displayed at the EXISTING COURSE ENROLLMENT section of the window. 4.
From the COURSE ENTRY section of the window enter the course (subject)
code to be enrolled by the student and click the OK button. This will display the title associated with the course (subject) code and will enable the ADD button of the same section. 5.
Now, click the ADD button to add the course (subject) for the student from the NEW COURSE ENROLLMENT section of the same window.
Clicking the ADD button does not actually add the course to this student for enrollment. It merely adds the course or courses to the list of NEW COURSE ENROLLMENT section of the same window. In short, the student is not yet enrolled. 6.
Repeat the previous steps (Step #4 and #5) until all the courses of the student are added to the NEW COURSE ENROLLMENT section of the same window.
7.
In order to actually save the enrollment information for the student click the SAVE NEW COURSE ENROLLMENT button located at the bottom right side of the window.
8.
To input enrollment information for another student, click the CHANGE STUDENT button from the SEARCH STUDENT section and repeat the steps from three (3) to seven (7).
MENU for STUDENT ENROLLMENT
ENROLLMENT FORM ENTRY SCREEN (Setup for Program, School Year and Semester)
ENROLLMENT FORM ENTRY SCREEN (Entry of student number to be enrolled)
ENROLLMENT FORM ENTRY SCREEN (Entry of Course for enrollment by a student)
ENROLLMENT FORM ENTRY SCREEN (Saving “new course enrollment” of a student)
ENROLLMENT FORM ENTRY SCREEN (After saving “new course enrollment” of a student)
7. STUDENT CREDIT UNIT ENTRY SYSTEM USER
Web Site Application of Higher Educational Institution Only HEI User
USER RIGHTS
STEP 1.
STAFF and REGISTRAR
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click COURSE CREDIT ENTRY item to show the proper window module.
2.
From the new window that appeared select the program, school year and semester to mark the credit period and click the SET button.
3.
From the SEARCH STUDENT section of the window enter the student number and click the OK button to open-up the CREDIT ENTRY section of the same window.
If a selected student has an existing course credits data for the selected program, school year and semester they will be displayed at the EXISTING CREDITED COURSES section of the window. To show all the course credits (if any) of the student for the selected program (all years & semesters) click the VIEW ALL CREDIT UNITS FOR THE CURRENT PROGRAM button located at the bottom left side of the window. 4.
From the CREDIT ENTRY section of the window enter the course (subject) code to be credited to the student and click the OK button. This will display the title associated with the course (subject) code and will enable the ADD button of the same section.
5.
Now, click the ADD button of the CREDIT ENTRY section to add the credit to the student.
Clicking the ADD button does not actually add the credit to the student. It merely adds the credit to the list of NEW CREDITED COURSES section of the same window. In short, the course is not yet credited.
6.
Repeat the previous steps (Step #4 and #5) until all the credits of the student are added to the NEW CREDITED COURSES section of the same window.
7.
In order to actually save all the course credit information of the student click the SAVE NEW CREDITED COURSES button located at the bottom right side of the window.
8.
To input course credit information for another student, click the CHANGE STUDENT button from the SEARCH STUDENT section and repeat the steps from 3 to 7.
MENU for STUDENT COURSE CREDIT ENTRY
STUDENT CREDITED FORM ENTRY SCREEN (Setup of Program, School Year and Semester)
STUDENT CREDITED FORM ENTRY SCREEN (Entry of student number for course credit)
STUDENT CREDITED FORM ENTRY SCREEN (Course Credits entry for a selected student)
STUDENT CREDITED FORM ENTRY SCREEN (Saving of Course Credits for a student)
STUDENT CREDITED FORM ENTRY SCREEN (After saving Course Credits)
8. CLOSING OF PROGRAM SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the PROGRAMS menu to show the available list of sub-menus then click CLOSE PROGRAM item to show the proper window module.
2.
From the CLOSING ENROLLMENT Window choose the appropriate school year from the drop-down box and click the LOAD button. This will display a list of programs currently open. If no school year value(s) are visible from the drop-down box that means there is no open program yet.
3.
Click the CLOSE button for the open program you want to close. By Closing any Open Programs, the following applies:
•
The program will disappear from the list of open programs.
•
Enrollment Information for the closed program will be automatically submitted to CHED Region System for acceptance.
•
You can no longer add NEW STUDENT for the closed program.
•
You can no longer enroll a student for the closed program.
•
You can no longer give course credit to a student with an enrolled program that is closed.
CAUTION! Be sure that you have entered all the required information before closing a program. 4.
Repeat step #3 until you are done closing all open programs you want to close.
*
If by accident you have closed a program you may still be able to re-open the said program by requesting for its re-opening to the CHED Region. A module is included in the system for this reason.
NOTE: This requires acceptance of CHED REGION for inclusion on their
data bank. MENU for CLOSING OF PROGRAM OFFERING
CLOSING ENROLLMENT SCREEN (For the listing of open enrollment in a selected school year)
CLOSING ENROLLMENT SCREEN (Listing of open enrollment in a selected school year)
CLOSING ENROLLMENT SCREEN (Closing by clicking the “CLOSE” button)
CLOSING ENROLLMENT SCREEN (Confirmation dialog prior to actual closing)
NOTE: The closed enrollment will be removed from the listing of
available open enrollment.
9. TERMINAL REPORT ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR
INSTRUCTION From the main menu Click the TERMINAL REPORT menu to show the available list of sub-menus then click TERMINAL REPORT ENTRY item to show the proper window module.
2.
From the PROGRAM ENROLLMENT PERIOD section of the TERMINAL FORM ENTRY Window select the appropriate Program, School Year and Semester and click the SET button. This action will enable the entry of grades for the selected program enrollment period.
3.
From the SEARCH STUDENT section enter the student number and click the OK button to display all the enrolled subjects of the student at the EXISTING
COURSE TERMINAL section. 4.
From the EXISTING COURSE TERMINAL section, select the course grade from the drop-down box and enter the appropriate rating for all the courses listed.
COURSE GRADE can be either PASSED or FAILED and RATING is the equivalent GRADING SYSTEM of the school (i.e. 2.50 or A++). 5.
Click the SAVE COURSE TERMINAL button to save your entries.
6.
To enter the terminal grades of another of the same Program student click the CHANGE STUDENT button of the SEARCH STUDENT section and repeat steps #3 to #5.
7.
To enter terminal grades of students enrolled in another program, click the RESET button of the PROGRAM ENROLLMENT PERIOD section and repeat steps #2 to #6.
MENU for the ENTRY OF TERMINAL REPORT
TERMINAL FORM ENTRY SCREEN (Entry of Enrollment Period Information)
TERMINAL FORM ENTRY SCREEN (Searching for student to be given a terminal report)
TERMINAL FORM ENTRY SCREEN (Entry of a selected student’s terminal report)
TERMINAL FORM ENTRY SCREEN (Saving of student’s terminal report)
10. CLOSING OF TERMINAL REPORT ENTRY SYSTEM USER USER RIGHTS
STEP 1.
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY
INSTRUCTION From the main menu Click the TERMINAL REPORT menu to show the available list of sub-menus then click CLOSING / RE-OPENING OF TERMINAL REPORT item to show the proper window module.
2.
From the EXISTING TERMINAL STATUS section of the active window select the School Year from the drop-down box and click the LOAD button to list all the available terminal reports.
3.
From the list of available terminal reports click the E button (for Edit) to edit the status of the terminal report. The information will be displayed at the
TERMINAL STATUS section of the active window. 4.
From the TERMINAL STATUS section change the status of the terminal report from Open Terminal to Close Terminal and click the UPDATE button to save the information. By closing the terminal report, the following applies: •
No more student terminal grades for the program can be entered.
•
The terminal report is automatically submitted to CHED Region System for acceptance.
If by accident you have closed a terminal report, you may re-open it by editing the status of the terminal report. This can be made as long as the submitted terminal report is not yet accepted by CHED Region User. Otherwise, no more re-opening can be made. 5.
Repeat the steps #3 to #4 to close all terminal reports. NOTE: After closing the terminal report the CHED REGION will now
accept the submission for inclusion on its own data bank.
MENU for the CLOSING or REOPENING of TERMINAL REPORT
TERMINAL STATUS FORM VIEW/UPDATE SCREEN
TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Listing of opened & un-submitted terminal reports)
TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Updating Status from OPEN to CLOSE)
SOA-IS PROCESS MANUAL
1. APPLICATION FOR STUDENT SPECIAL ORDERS SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User STAFF and REGISTRAR THIS IS FOR THE ENTRY OF STUDENTS IN THE SPECIAL ORDER APPLICATION
STEP 1.
INSTRUCTION From the main menu Click the SPECIAL ORDER menu to show the available list of sub-menus then click SPECIAL ORDER APPLICATION ENTRY item to show the proper window module.
2.
From the SPECIAL APPLICATION ENTRY Window click the SET PROGRAM button to show the SCHOOL PROGRAM Window.
3.
From the SCHOOL PROGRAM Window choose the appropriate Program from the drop-down box and click the SET THIS PROGRAM button.
4.
Enter the graduation date and click the SET THIS GRADUATION DATE button.
5.
Enter the school year and click the SET THIS SCHOOL YEAR button.
6.
Back from the SPECIAL APPLICATION ENTRY window enter the student number of the student you want added to the SO Application and click the OK button. This will display the name of the student for you to review if the entered student number is really the student you want to add.
7.
Click the ADD button to include the student into the list display.
Clicking the ADD button does not actually save the information but rather prepare the student for inclusion in the SO Application. 8.
To actually save the students and therefore include them in the SO Application click the POST button.
MENU for the SPECIAL ORDER APPLICATION ENTRY
SPECIAL ORDER APPLICATION ENTRY SCREEN (Main Screen)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Program, Graduation, School Year Entry)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Search student for inclusion in the application list)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Add student in the application list)
SPECIAL ORDER APPLICATION ENTRY SCREEN (Saving Special Order Application)
SYSTEM USER USER RIGHTS NOTE
Web Site Application of Higher Educational Institution Only HEI User REGISTRAR ONLY THIS IS FOR THE SPECIAL ORDER APPLICATION SUBMISSION
STEP 1.
INSTRUCTION From the main menu Click the SPECIAL ORDER menu to show the available list of sub-menus then click SUBMISSION OF SPECIAL ORDER APPLICATION item to show the proper window module.
2.
From the SUBMIT SO REQUEST FORM VIEW select a school year and click the LOAD button to load the list of SO APPLICATIONS previously prepared in the SO APPLICATION ENTRY.
3.
From the list of previously prepare applications click the corresponding SUBMIT SO REQUEST button to actually submit the Application.
4.
Repeat step #3 to submit all special order applications to CHED Region System for Approval.
MENU for the SUBMISSION of SPECIAL ORDER APPLICATION
SUBMIT SO REQUEST FORM VIEW SCREEN (School year selection for displaying applications)
SUBMIT SO REQUEST FORM VIEW SCREEN (Submission of Special Order Application)
2. RETRIEVAL OF GENERATED STUDENTS SPECIAL ORDERS
1.
SYSTEM
Not Applicable
USER
Not Applicable
USER RIGHTS
Not Applicable
After the CHED REGION generated the application of students special orders by the Higher Educational Institution, the hard copy form will be relayed to the HEI by the CHED REGION.
Security Related Information The system is designed so that access and consequently the stored information can be secured and be available only to users who have their credentials verified by the system. Also, even if the developers did their job of properly developing a secured application, network administrators, system administrators, and system users still play a major part of the overall system security. It is therefore mandatory that all people involved in the system must cooperate to minimize insecurities and in case of system breach lessen the impact damage. Always remember, the only 100 percent secure system is a system that has not been created yet!
BUILT-IN SYSTEM SECURITY
Password Creation and Maintenance One security feature of the system can be found in the creation of User Accounts. Passwords created are a combination of several types of characters that must be present and a minimum of ten (10) characters is required in order to be considered valid. This feature may pose additional complexity to users of the system as they cannot just enter pure alphabetic characters for the maintenance of their password but the feature cannot be removed as it helps administrators in strengthening user password security.
User Credential Verification In order for the user to access any system operation, he or she must supply his/her system user identification and password. Once user credentials are verified, access can be given or denied depending on the result of the system verification. In addition, since password sniffers are all over the Internet, passwords are encrypted to ensure their privacy over the wire.
User Rights to Processes Users are given certain permissions based on their designated system access. This will allow users to focus on their designated system operation and not overlap with other users of the system. This way, privilege access can be accessed by privilege user and normal operations can be performed by less privilege user.
Access Expiration Access expiration is a way for the system to disconnect any in-active or idle user after a certain period of time (currently set to 1 hour). This is useful for users who have forgotten to logout from the system. WARNING: Always log-out of the system when you are done using the system or when you leave your computer. Forgetting to logout or leaving your computer when the system is in use may allow other users to sneak in and access information not normally allowed to them (degree of damage may vary depending on the un-authorized user action).
Secure Communication Channel Communication made by your browser to the server is encrypted which adds to the degree of system security. What this means is that request your browser makes to the server are automatically transformed into a form that is not intended to be understood by humans and have a very low probability of being transformed into plain text by automated cracking machines except your browser and the server.
INSECURE PRACTICE OF USERS Insecure Passwords Although the system makes it hard for users to create weak passwords it does not entirely prevent the user from entering weak passwords. In addition, passwords are
generally created with an obvious connection to the user such as birthday, a person’s name or other information that have special meaning to the user. If a password cracker gets a hold of this information, guessing the users password may only take a few minutes or few days depending on the information he/she has. Furthermore, avoid dictionary type passwords as this is very easy to guess and crack.
Not So Private Passwords User passwords are meant to be private and known only to the user but there are users who give out their passwords to others and letting them access the privilege information and processes in their behalf. This practice should not be tolerated and avoided at all cost since the innocent user will almost certainly be put into a very compromising situation if the system is breached. Other users write their passwords to a piece of paper or store them on their computer just so they can avoid remembering their password and simply feed the password when needed to the system. The problem with this is that users often forget where they put their password and the risk of others finding the password is immense.
Un-maintained Passwords Password maintenance is often neglected by users, it is their view that this adds to the complexity of using an electronic system. Since passwords even if encrypted can end up at the hands of password sniffers, these sniffers can simply run a program to decode the captured password. Maintaining passwords periodically will minimize the impact of this problem and save you trouble down the road. Make it a point that you change your password every now and then!
Technical Requirements
INTERNET CONNECTION In order to use the system from client location an Internet connection is required. A facility such as landline or wireless with an Internet Gateway must be present from your location and a computer that can use the facility.
CLIENT COMPUTER Client computer must have at least 256MB of main memory and running Windows 2000/XP for those using Microsoft Software or the Linux Operating System with a GUI environment. A monitor with a minimum screen resolution of 1024 x 768 pixels is a must!
CLIENT WEB BROWSER Web browser requirements must be met to be able to use the system properly. Errors attributed to not using the minimum browser requirements cannot be fixed mainly because earlier browsers lack the technological advancement in browser technology and standards that are now adopted by different web browser software companies.
#
Web Browser
Minimum
Release Date
Operating System
Platform
Version
1.
Internet Explorer
6.0.0
Aug. 28, 2001
Windows Only
2.
Mozilla Browser / Firefox
1.0.0
Nov. 09, 2004
Windows & Linux
3.
Netscape
7.0.0
Aug. 29, 2002
Windows & Linux
4.
Opera
8.0.2
Jul. 28, 2005
Windows & Linux
5.
Konqueror
3.5.1
Feb. 27, 2006
Platform
Linux Only
In addition to the above table, the system requires that your browser has Javascript enabled, browser cookies be turned on and must allow the system to open Pop-Up windows.
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